Buisness project Coordinator

Project Coordinator

London/ Hybrid

Job Description

The Business Project Coordinator (BPC) plays a critical role in supporting the Enterprise Client team by delivering high-quality communications strategic guidance and comprehensive administrative assistance. This position ensures effective client engagement timely communication with internal stakeholders and efficient management of day-to-day operations. Key responsibilities include optimising time management coordinating travel and managing projects events and international team communications.

The BPC partners closely with both the Enterprise Client team and the Chief of Staff for International and providing support for cross-regional initiatives overseeing enterprise-level communication channels facilitating client insight activities and streamlining global leadership coordination.

Success in this role requires strong written and verbal communication abilities outstanding organisational skills discretion professionalism senior stakeholder management expertise and the capacity to manage multiple priorities within a fast-paced globally interconnected environment.

Responsibilities

Key Responsibilities/ Job Description

1. Stakeholder & Communication Management

• Serve as the primary contact for both internal and external stakeholders representing the Head of Enterprise Client and the wider team with professionalism.
• Foster strong working relationships with key partners across the UK Europe Latin America Asia-Pacific and other international regions.
• Develop draft format and distribute communications on behalf of the Head of Enterprise Client/EC team ensuring clarity and alignment with global messaging.
• Collaborate with the Chief of Staff for International to coordinate communication flows and maintain consistent messaging across all markets.

2. International Communications & Social Strategy Support

• Contribute to the development of internal and external communications targeting international audiences including preparing talking points messaging and updates for leadership.
• Distribute regular updates to internal stakeholders regarding Enterprise Client information.
• Edit documents reports presentations briefing materials and client-facing content as required.
• Assist in managing executive social media presence (e.g. LinkedIn) including drafting content organising approvals and monitoring engagement metrics.

3. Administrative Team Support

• Ensure meetings are effectively planned and executed with thorough preparation.
• Manage confidential correspondence emails and calls with promptness and professionalism including liaising with key client contacts.
• Deliver outstanding client experiences during meetings and events through personalised service and exceptional logistics.
• Coordinate complex calendars across multiple time zones prioritising appointments in line with global business requirements.
• Oversee domestic and international travel arrangements including visas accommodation itineraries and logistical details.
• Act as a gatekeeper to ensure the Enterprise Client teams time is allocated efficiently.
• Facilitate onboarding for new team members ensuring appropriate resources and information are provided for their success.
• Champion Vanguards culture values and employee engagement initiatives within the Enterprise Client organisation.

4. Operational & Project Support

• Provide administrative analytical and logistical assistance for strategic projects.
• Conduct research and compile actionable insights to inform decision-making including the preparation of client profiles and market intelligence packs.
• Manage workflows to ensure priorities and deadlines are consistently met across the organisation.
• Liaise with regional communications teams to ensure voice tone and strategic objectives are aligned.

5. Client Insight & Profile Management

• Gather update and maintain detailed client profiles relationship histories and account intelligence to enhance enterprise-level engagement.
• Work collaboratively with international client teams to collate insights activity summaries and preparatory materials for senior client interactions.
• Guarantee briefing materials and client information are precise comprehensive and well-prepared ahead of key engagements.

6. Meeting & Event Coordination

• Plan organise and support meetings including agenda development minute-taking action tracking and follow-up activities.
• Coordinate leadership meetings forums and engagement sessions across multiple regions.
• Develop agendas and supporting materials for leadership interactions in partnership with Chiefs of Staff.
• Maintain effective communication with a diverse range of stakeholders worldwide to ensure seamless event execution.

Key Skills & Experience

Essential:

Demonstrated excellence in written and verbal communication with experience drafting professional and executive communications.

Proven track record in communications social media management and stakeholder engagement.

Superior organisational and time-management skills with the ability to manage multiple workstreams effectively.

Strong relationship-building capabilities with senior stakeholders and multi-regional teams.

Experience as an Executive Assistant Personal Assistant or in a similar high-level support function.

Advanced proficiency in Microsoft Office Suite (Outlook Word Excel PowerPoint) and collaborative tools (Teams Zoom Slack).

High degree of discretion confidentiality and professionalism.

Strong problem-solving aptitude with a proactive solutions-driven mindset.

Experience supporting senior leadership in international markets.

Desirable:

Background in financial services or a corporate environment.

Experience producing client profiles briefing documentation or market insights.

Key Competencies

Communication Excellence: Produces clear engaging and professional communications tailored for global audiences.

Attention to Detail: Maintains high standards of accuracy clarity and thoroughness.

Adaptability: Excels in dynamic fast-paced environments with changing priorities.

Initiative: Proactively anticipates needs and supports the Head of Enterprise Client and Chiefs of Staff.

Collaboration: Works effectively with diverse internal and external stakeholders across multiple geographies.

Special Factors

Vanguard is not offering visa sponsorship for this position

This position is hybrid and would require you to be in our London office three days per week

Why Vanguard

Vanguard is a different kind of investment company. It was founded in the United States in 1975 on a simple but revolutionary idea: that an investment company should manage its funds solely in the interests of its clients.

This is a philosophy that has helped millions of people around the world to achieve their goals with low-cost uncomplicated investments.

Its what we stand for: value to investors.

Inclusion Statement

Vanguards continued commitment to diversity and inclusion is firmly rooted in our culture. Every decision we make to best serve our clients crew (internally employees are referred to as crew) and communities is guided by one simple statement: Do the right thing.

We believe that a critical aspect of doing the right thing requires building diverse inclusive and highly effective teams of individuals who are as unique as the clients they serve. We empower our crew to contribute their distinct strengths to achieving Vanguards core purpose through our values.

When all crew members feel valued and included our ability to collaborate and innovate is amplified and we are united in delivering on Vanguards core purpose: to take a stand for all investors to treat them fairly and to give them the best chance for investment success.

How We Work

Vanguard has implemented a hybrid working model for the majority of our crew members designed to capture the benefits of enhanced flexibility while enabling in-person learning collaboration and connection. We believe our mission-driven and highly collaborative culture is a critical enabler to support long-term client outcomes and enrich the employee experience.